Relay race checklist and planning guide

A relay race needs more than runners and batons. You have to lock down the route, exchange points, permits, safety arrangements, registration, volunteers and timing before race day. This checklist follows the planning order, from choosing the date and course to sorting bibs, maps and deliveries. Use it to catch details that are easy to leave until the final week, especially crossing points, first-aid cover, dietary information and clear instructions for every team.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record date and route
2 people
Reserve venue
Check permits
Check insurance
Prepare safety plan
2 people
Check route for hazards
3 people
Determine crossing points
2 people
Determine start and exchange points
2 people
Send invitations
2 people
Open registration form
Recruit volunteers
2 people
Confirm first aid volunteers
Process registrations
2 people
Collect dietary requirements
Assign teams
2 people
Prepare the start list
2 people
Send participant information
Make route map
2 people
Create the volunteer schedule
2 people
Confirm deliveries
Check the weather forecast
Create final participant list
2 people
Do the shopping
2 people
Sort bib numbers
2 people
Collect materials
3 people
Prepare route signs
2 people
Check first aid bags
2 people
Lay out prizes and medals
Chill drinks
2 people
Re-inspect route
3 people
Mark off the starting area
3 people
Set up change points
6 people
Set up the finish area
4 people
Set up party tents
4 people
Set up tables and chairs
4 people
Set up registration
3 people
Test time tracking
2 people
Test sound system
2 people
Set up the first aid station
2 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Register teams
3 people
Give route instructions
2 people
Give the start briefing
2 people
Guide participants to the start
3 people
Start the relay race
3 people
Staff exchange points
6 people
Staff crossing points
4 people
Record times
2 people
Encourage participants
4 people
Hand out water
3 people
Refill drinks
2 people
Serve fruit and snacks
3 people
Record the finish
3 people
Check the final standings
2 people
Announce the results
2 people
Present prizes
3 people
See off the last participants
3 people

Aftercare

Remove route arrows
4 people
Take down exchange points
6 people
Dismantle the start and finish area
5 people
Collect waste
4 people
Wash dishes
3 people
Clean the grounds
4 people
Sort materials
3 people
Store timekeeping securely
Return borrowed materials
2 people
Send results to participants
Handle lost property
Store leftovers
2 people
Take out the trash
2 people
Send thank-you message

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 30
Beer tablesqty 4
Flag standsqty 6

Sports equipment

Relay batonsqty 30
Conesqty 40
Marker ribbonsqty 12
Bib numbersqty 150
Race bib strapsqty 150
Route arrowsqty 60
Barrier tapeqty 10
Traffic conesqty 20
Timekeeping clocksqty 4
Stopwatchesqty 8
Clipboardsqty 12
Route mapsqty 30
Whistlesqty 12
Reflective vestsqty 20
Course signsqty 15

Equipment

Megaphoneqty 2
Mobile phonesqty 8
Power banksqty 8
Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2
Laptop
Printer

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 200
Reusable platesqty 150
Reusable cutleryqty 150
Coffee cupsqty 80
Serving plattersqty 12
Serving jugsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Serving spoonsqty 6
Coffee machinesqty 2
Towelsqty 12
Ice packsqty 24

Decorations

Start-finish banner
Buntingqty 12
Team table labelsqty 30
Stage ribbonsqty 3

Cleaning

Waste binsqty 8
Broomqty 3
Canqty 3
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 12
Washing-up bowlsqty 3

First aid

First aid kitsqty 3
Blanketsqty 10
Disposable glovesqty 2

Catering

Groceries

Tips

Confirm the route and exchange points before opening registration. Participants need accurate distances, meeting instructions and a realistic timetable, while volunteers need to know exactly where they must stand.
Check permits, insurance and the safety plan early rather than waiting for the final route review. Hazards, road crossings and traffic control can affect whether the course is usable at all.
Set a registration deadline that leaves time to process entries, collect dietary requirements, assign teams and prepare the final start list. Sending participant information only after the list is complete prevents last-minute corrections.
Give each volunteer a location, shift and contact method in the schedule. Crossing marshals, exchange-point staff, timekeepers and first-aid volunteers should know their positions before setup begins.
Do a complete equipment check before delivery day. Count batons, bib numbers, straps, cones, arrows, whistles, clocks, clipboards, phones, power banks and lighting, then test anything that needs power or printing.

Frequently asked questions

How far in advance should I organise a relay race?: Start planning at least 8 to 12 weeks before race day. Use the first few weeks for the date, venue, route, permits, insurance and safety plan, leaving the final 2 weeks for registrations, team assignments and equipment checks.
How many volunteers do I need for a relay race?: Plan at least 1 volunteer for every crossing or exchange point, plus separate people for registration, timing, first aid and start-line duties. Add 1 or 2 spare volunteers so a late absence does not leave a key position unmanned.
When should I send relay race participant information?: Send the main instructions as soon as teams and the start list are confirmed, ideally 7 to 10 days before the race. Include the route map, start time, exchange points, bib instructions, parking or arrival details and a contact number.
What should I check the day before a relay race?: Check the weather forecast, final participant list, team assignments, deliveries and volunteer schedule 24 hours beforehand. Sort bib numbers, maps, signs and materials into clearly labelled groups so setup does not depend on finding items in boxes.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.